Results applicable? License, spin-off, or collaboration?

COLLABORATING WITH THIRD PARTIES

The Vrije Universiteit Brussel supports all R&D activities throughout the entire process, from scientific discovery and exploration of new knowledge, to invention and development. These activities touch a yearly research budget provided by project financing of different governments, the university’s own funding sources and income from the private sector.

In this network of synergies, it is not always easy to align the interests of all stakeholders. The handbook ‘Responsible Partnering’ issued by the European Commission highlights maximum beneficial and responsible use of public research and proposes a set of actionable guidelines to implement them. This for instance involves treating collaboration strategically, organizing lasting relationships and establishing clear intent. It is a must read for any researcher planning to interact with the industry.

In the context of a research collaboration or when providing scientific services, the university is subject to a legal and regulatory framework when collaborating with companies and other third parties. The provisions thereof are set by:  the Flemish Decree on Higher Education which regulates the scientific or social services by universities or university colleges and with regard to relationships of universities or university colleges with other legal entities;  the Regulation on scientific and social services;  the Regulation on overheads;  the Regulation on valorisation.

CONTRACT RESEARCH

Every – however small – collaboration must be formalised in an agreement in order to confine legal risks. When negotiating a collaboration agreement, you should inform and consult the legal advisors of VUB TechTransfer in time.

While preparing your deal setup, keep the following issues in mind:

TASK DESCRIPTION

A detailed description of the tasks to be performed by the VUB is essential, in particular with regard to the definition of the results.

FINANCIAL PROVISIONS

The total cost for the execution of a research project comprises the following elements: 1. all costs with regard to personnel, working, equipment and any other cost related to the project; 2. overheads (see regulation on overheads); 3. 21% Value-Added Tax (VAT).

The financial department of the VUB is responsible for the invoicing, but this needs to be initiated by the promoter.

INTELLECTUAL PROPERTY RIGHTS

Background knowledge of the VUB (already existing knowledge of the VUB which was not generated in execution of the project) remains at all times the ownership of the VUB and user rights can be granted under conditions to be agreed (market conform terms). The results generated in execution of the project can be made available under different forms (transfer of ownership, granting an exclusive/ non-exclusive license, co-ownership, etc...). To be agreed on a case by case basis.

PUBLICATION

The right to publish has to be safeguarded and can be made subject to conditions to be agreed (when necessary for protection of confidential information or the research results).

FAIR FINANCIAL RETURN

In case the results can be valorised, a fair financial return needs to be granted to the university. The distribution follows the previously described valorisation procedure.

WARRANTIES - LIABILITY

The execution of a project can only be done on a ‘best effort’ basis. No warranties whatsoever can be granted. A limitation of liability of the VUB is essential.

APPLICABLE LAW - DISPUTE RESOLUTION

Belgian law and the courts of Brussels have jurisdiction.

SCREENING AND SIGNING OF CONTRACTS

Each contract needs to be screened by VUB TechTransfer. Only the rector of the VUB is authorised to sign contracts. Promotors and co-promotors will co-sign for acknowledgment and acceptance.

 TOOLS

TEMPLATES:

 SERVICE AGREEMENT  NON DISCLOSURE AGREEMENT (NDA)  NON DISCLOSURE AGREEMENT FOR VUB STUDENTS  INVENTION DISCLOSURE FORM (IDF)

RETURN: MONETARY AND/OR OTHERWISE

The transfer of knowledge from university to industry generates financial return to the university which subsequently can be reinvested in research. The Vrije Universiteit Brussel has developed a policy and code on the transfer of these research results to industry.

These rules on technology transfer can be summarised as follows:  All research results obtained by researchers (no master students) within the framework of their relationship with the VUB are the property of VUB.  All research results capable of commercialisation or social implementation must be notified to VUB TechTransfer prior to publication in order to assess the need for protection.  Researchers shall provide all due assistance to the VUB during the technology transfer process.  VUB organises the transfer of research results by a primary or a secondary procedure. The primary procedure denotes the procedure financed by the patent fund of the VUB. The decision to initiate the primary procedure is taken after receipt of the disclosure form. If VUB decides not to start or to stop the primary procedure, the research team is authorised to continue the secondary procedure autonomously at their own expense.  All income acquired during the primary valorisation procedure is distributed as follows: 1. One third of the net income (income after deduction of central management costs, overheads, and technology transfer costs, including costs for IP protection) is for the VUB patent fund; 2. Two thirds, minus a possible deduction of a personal fee to the inventors, shall be awarded to the research team(s) to finance further scientific research. 3. A personal fee can be paid to the researchers and can’t exceed a total of more than one third of the net income.

MISSION VUB TECHTRANSFER

TOGETHER WE CONNECT SCIENCE AND SOCIETY

Our mission is to valorise scientific research results in order to make an innovative contribution to improve society. Income from these activities can be reinvested in excellent research. VUB TechTransfer continuously strives towards connecting the university’s research-expertise with industry-society.

OUR PARTNERS

Together with VUB Foundation, the philanthropic fundraising team, and Crosstalks, the interdisciplinary networking platform, VUB TechTransfer forms the Vice-rectorate Innovation & Industry Relations headed by Vice-rector Prof. Dr. Ir. Hugo Thienpont.

VUB TechTransfer

E techtransfer@vub.be W vubtechtransfer.be

VUB Foundation

E hanan.belaraj@vub.be W www.vub.be/en/foundation

VUB Crosstalks

E crosstalks@vub.be W crosstalks.net